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Administrative Coordinator, Office of the Dean of the College
Job Description:
The Administrative Coordinator provides clerical and administrative support for the Office of the Dean of the College, its functional units, and its leadership staff. This position coordinates office operations for all units, including scheduling appointments, ordering supplies, communicating with external parties, maintaining records, preparing meeting materials, supervising student workers, and managing annual reports and budgets. This is an important and expansive role with great learning and growth potential, the opportunity to work with an excellent team, and the ability to make an impact across the university.
Major Responsibilities:
Serve as primary assistant to the Dean of the College:
Serve as initial contact for the Dean of the College office and its functional units.
Manage the calendar of the Dean of the College, including providing Zoom links when necessary and scheduling rooms/technology for meetings;
Review and assess all administrative processes and procedures for the Dean of the College office and improve administrative efficiency and efficacy;
Provide administrative support to the Undergraduate Academic Board (i.e., Schedule ad attend weekly meetings, prepare meeting documents, record meeting minutes);
Provide administrative support for all DOC meetings, including the creation of agendas and taking minutes;
Assist with updating information in Banner and Acalog systems;
Compose and prepare routine correspondence, reports, and memoranda for administrators/staff members as required;
Train and supervise student employees, as needed, including developing student employees' work plans and approving time sheets;
Maintain/order shared office supplies for the Dean of the College Office;
Other duties as assigned by the Dean of the College.
Communication and Marketing:
Manage the Dean of the College email inbox by responding to, organizing/sorting, and forwarding emails to others as necessary;
Maintain list of Department Chairs, advising liaisons, and other campus contacts;
Create print and electronic materials for informational and marketing communications;
Maintain all DOC websites and work with Marketing and Communication and the DOC and leadership staff on coordinating a holistic virtual presence for the office.
Budget Oversight and Recording Keeping:
Oversee expense tracking for the DOC's budgets and transactions, endowed funds, university prizes, requests for course funding, and grants;
Prepare and share expense tracking reports with budget managers;
Manage and track financial transactions through SmartBuy Plus.
Staff Hiring and Onboarding:
Maintain and update resources to support onboarding of new staff to the Dean of the College Office;
Coordinate with Human Resources, Information Technology Services, and other appropriate offices to ensure smooth staff onboarding.
Manage the coordination of Dean's list and annual awards:
Notify students of Dean's List status; coordinate with Registrar and Marketing to publicize the Dean's List each semester; update Dean's List webpage content; and answer questions from students and families;
Manage nomination and review processes for DOC Awards and Student Commencement Speaker;
Create and manage Outstanding Teacher of the Year survey.
Event Planning:
Coordinate and manage all aspects of event planning connected to the Dean of the College office and the Center for Gender, Race, and Area Studies, including: venue booking, catering, coordinating with relevant offices, material creation, and event supervision;
Maintain a calendar of events through the Dean of the College Office, including posting events to campus-wide calendar.
Provide administrative support for the Center for Gender, Race, and Area Studies (CGRAS):
Support the Director of CGRAS in Center-specific initiatives and the Center's affiliated programs;
Work with CGRAS Director, faculty, and the university Registrar to enter new courses/course changes using Acalog;
Oversee the hiring, training, and supervision of student employees;
Maintain and monitor CGRAS budgets and endowments; manage and track financial transactions through SmartBuy Plus;
Coordinate course schedules and course offerings, manage and coordinate projects from affiliated faculty.
Requirements:
B.A./B.S. required;
3-5 years administrative experience in higher education;
Knowledge of higher education and complex organizations is essential;
Budget management and budget analysis;
Data collection and analysis;
Event planning / event management experience;
Excellent communication and organization skills;
Ability to work effectively with a range of people;
Facility with SmartBuy, Banner, and other databases and software;
Facility with maintaining websites;
Capacity for independent work and decision making;
Team player.
Category: Staff and Administrators
Department: DOCL-Dean of the College Office 3010
Locations: Worcester, MA
Closes: Open Until Filled
Type: Full-time - Exempt
Position ID: 174077
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(281) 265-2473
